Overview

The Option B Excel eForm is an application designed to assist you in electronically recording Pesticide Reporting Law (PRL) information and reporting it to the NYS Department of Environmental Conservation. Each time you run the program you are asked to enter or verify some basic contact information. You can then view and fill out electronic forms that are similar to the four paper forms used to report pesticide usage and sales. The forms are customized Microsoft Excel workbooks.

After you install Option B, you must change the macro security setting in Excel. If you do not change the security setting and enable macros, many of the features in the spreadsheets will not function correctly. Depending on your macro security setting and version of Excel, Excel may ask if you want to enable Macros when you open these forms. ALWAYS enable macros when using this software.

If Macros have not been enabled, the spreadsheets should show a prominent warning in the header area. (Note: the “Macros Disabled” warning may be briefly visible when you open a form and while you are saving a form; this is normal.)

A message box saying something like “Data directory created called 'C:\PRL2011'.” may appear. This is normal. The data directory is the location to which your data files will be written. The Registration form then opens.

Registration Form

Entering Contact and Identity Information

Use the Registration form to tell us who to contact when we communicate with you about your report. You also need to provide identification information so that we can associate your report with the correct applicator(s) or organization.

Decide Which Forms to Use

If you have multiple applicators to include on your report, we recommend using a Form 26A to enter their information. The pesticide applications they made should be entered on a Form 26. If any of the applicators that you are reporting for made any applications during the report year, you should submit a Form 26.

You may enter all your applications in one file even if they were made by multiple applicators; we do not need a separate report for each applicator.

If you are reporting for a pesticide sales business and you sell restricted use pesticides, use Form 25. If you sell pesticides to private applicators, we will need a Form 27. If you have a commercial permit number, you must submit either a Form 25 or a Form 27 or both.

Be sure to include applicators who did not make applications on your report and applicators who left your organization during the report year. If your organization is a pesticide sales business, you must file a report even if you did not make any sales during the report year.

You can report two different types of sales on Form 25; report either sales to another commercial permit holder who will resell the products or sales to commercial applicators for their end use. In Options A and B there are a set of radio buttons in the Form 25 header where you can specify the sales type. Options D and O have drop down lists for specifying the sales type. If you have both types of sales to report, please send us a separate form for each type. However you do notneed to complete a form for the type of sales you did not make (but you still need to report even if you did not make any sales).

Opening up a Form

When you have decided which form(s) to use, click the corresponding radio button in the Select a Form to Open area. Do you want to start a new file or add to an existing one? To start a new file, click on the Blank Form button. For an existing file, click the Existing Form button. This will open up a dialog in which you can choose the file you want.

Reporting No Activity

Excel eForms

If you have applications or sales to report, enter each pesticide application or sales record in its own row in the spreadsheet below the header area. The header area is “frozen” — i.e., it will remain visible at the top of the spreadsheet as you scroll down through the data entry rows. Please ensure that you have scrolled up to the rows that contain data if you are editing an existing workbook.

For your convenience, if you hover over the header cell with your mouse, the column headers show a “tool tip” with a data description for that column. In addition, most of the data entry cells show a descriptive prompt when the cell is selected. Additional information about the fields in each form is available from the Data Dictionary.

You can use standard Excel methods for moving around the spreadsheet from one cell to another.

Excel has a few surprising behaviors. If you use arrow keys or Tab to move more than one row past the part of the spreadsheet containing data, the input focus will automatically move back to the top of the worksheet instead of to the next row.

Many of the standard editing features of an Excel spreadsheet are available for your use during data entry. For example, Copy, Cut, Paste, and Clear Contents can be used to edit individual cells. Since the eForms do not have selectable row numbers, we have provided two buttons for copying or deleting an entire row.

Values entered into cells are checked against a simple set of validation rules. See Validation for more information.